Solutions for Enterprise Wide Procurement (SEWP)

Solutions for Enterprise Wide Procurement (SEWP)

Agenda

• Introductions

• SEWP Overview

• Website and SEWP Tool Walk Through

• Conclusion

Types of Federal Contract Vehicles

Government-Wide Acquisition Contracts (GWACs)•Agencies approved by OMB for IT Product/Service GWACs

- GSA, NIH, NASA- Other agencies may have targeted GWAC authority

•Based on Clinger-Cohen Act •Economy Act determination not required for GWACs•Open to All Federal Agencies and Their Authorized Support

Contractors

Franchise Funds•Provide Procurement Support •Can accept direct funding•Primary Agencies:

- GSA Acquisition Services- Department Of Interior Acquisition Services Division- Department of Defense DISA / DITCO

SEWP in a Nutshell

Contract Vehicle for purchase of ITC (Information Technology and Communication), Audio-Visual Product Solutions, and related Services

Government-Wide Acquisition Contract (GWAC)- Available to all Federal Government Agencies

• All Federal Agencies have utilized SEWP- Available to Authorized Federal Contractors

SEWP V commences November 1, 2014- 10 Year Contracts

What can be procured through SEWP V?

Information Technology• Computer Hardware and Software• Virtualization and Cloud Computing• Storage• Security

Networking and Communications• Network Appliances: Routers, Modems• Telecommunication Devices

Supporting Technology• Scanners, Printers, Copiers, Shredders • Associated Supplies and Accessories

AV/Conferencing• AV Equipment and Accessories• TVs, Display Monitors, Projectors and Screens

Services• Maintenance / Warranty• Installation• Site Planning• Product Based Training and Engineering Services

What else can be procured through SEWP V?

Computer Hardware• Tablets, Laptops, Desktops, Servers, Supercomputers• Accessories

Networking and Communications• Network Appliances: Routers, Modems, etc.• Telecommunication Devices

Security Hardware• Control and Authentication Devices• Computer Anti-Theft Hardware• Surveillance Systems

Supporting Hardware• Scanners, Printers, Copiers, Shredders • Associated Supplies

Specialized Hardware• Computer Room Monitoring

Storage Hardware• Backup and Recovery• Storage Accessories

AV/Conferencing• AV Equipment and Accessories• TVs, Display Monitors, Projectors and Screens

Software and Virtualization• Commercial software packages, SaaS• Cloud Computing and Virtual Storage

Services Fully In Scope• Maintenance / Warranty / Help desk support• Installation of in-scope Products• Site Planning; e.g. determining required products• Product Based Training• Product Based Engineering Services

Services Limited In ScopeSubmit SOW for scope review for these services:• Software development• On-site operational labor• Consulting (unless part of in scope services)• Staff Augmentation

If uncertain:• Stop• Send SOW (Statement of Work), BOM (Bill of Materials), and/or Requirements Statement to help@sewp.nasa.gov • SEWP will review and get back with any scope issues

SEWP V Scope AdditionsPRODUCT UPDATESMedical Equipment if IT related SensorsMonthly services (e.g. phone / data services)Cradle to Grave product services

• Planning, Installing, Maintaining, Removing (Recycle/Destruction)

SERVICES UPDATESProduct Based Engineering Services fully in scopeLabor Price reasonableness determined by initiator

Product Solution Availability

SEWP is ‘Catalog by Request’ not ‘Request by Catalog’

• Quote Request tool available on-line • No traditional searchable catalog• Quotes are verified against contract catalog

Dynamic Catalog• Items added to contract based on customer requests• Contract Holder requests to add products are approved or denied daily• On-line contract database of record

Request for Information (RFI) Methods• Quote Request Tool (QRT)• Email RFI • Quick RFI Tool (being developed)

Quote VerificationVerification File

• Verifies items on contract & properly priced• Shows discount off contract price

User must compare line items on quote with verification file

If Quote does not match verification file• Ignore Quote• Notify help@sewp.nasa.gov

New Verification Information

Additional information provide with quotes• Supply Chain – Level of Provider Authorization• Trade Agreements Act (TAA)• EPEAT/Energy Star compliance• Strategic Sourcing options• Agency Specific flags

Fair Opportunity

Fair Opportunity MUST BE provided within at least one Contract Group or Set-Aside

Fair Opportunity applies to any Multi-Award Contract• FAR 16.505(b)• Process for Fair Opportunity (per FAR) is at CO’s Discretion

-SEWP Quote Request Tool is the only RECOMMENDED method-Best Value determination

• Does not apply to orders under $3000

Brand Name vs. Sole SourceBrand Name: Posting of Justification and Approval (J&A)with RFQ requiredSole Source: Exceptions and procedures in FAR 16.505

Determination of SEWP Groups

SEWP V Contract Awards based on Distinct Competition Areas

Group A – Full and Open• Original Equipment Manufacturers (OEM) and Value Added Resellers (VAR)

Group B(1) – SDVOSB (Service Disabled Veteran-Owned)• Value Added Resellers (VAR)

Group B(2) – Hub-zone Set-Aside Competition• Value Added Resellers (VAR)

Group C – Small Business• Value Added Resellers (VAR)

Group D – Full and Open• Primarily Value Added Resellers (VAR)

Updates to SEWP Groups

NAICS Code 334111Group A - Computer Systems/Servers

• Full and open Competition

NAICS Code 541519 Group B(1) - Mass Storage Devices

• Service Disabled Veteran-Owned Small Business Set-Aside

Group B(2) - Mass Storage Devices• Hub-zone Small Business Set-

Aside

Group C - Server Support Devices / Multi-Functional Devices

• Small Business Set-Aside

Group D - Networking / Security / Video and Conference Tools

• Full and Open Competition

Additional set-aside in Group B: Hub-Zone

All business size designations are represented throughout SEWP V

RFQ’s can be submitted to separately to Group A (which has a different NAICS code) or any combination of Groups B, C and D

Alignment of groups ensures proper use of NAICS codes

Contract Basics

• Basic Contracts online including table of incorporated clauses

• Delivery Order against Existing Contract• Additional Clauses / T’s and C’s may be negotiated at

the delivery order level

• Agency Specific Policies are easily applied

PricingContract Price

• Contract discount structure • Comparison to other contract prices• Less Than GSA Price

Quoted Price• Purchases can be consolidated to maximize price discounts• Internal competition results in line item discounts• Product Prices may be negotiated/questioned

Delivery Order With Options• Order awarded for recurring supplies/services needs with options to

purchase from the same quote/initial order for a defined period of time

• Delivery orders can be structured similar to a purchase agreement• Fair Opportunity required for initial order

Variable Priced Line Items

All Line Items on SEWP are Fixed Catalog Price

3 Variable priced CLINS on every SEWP Contract• CREDIT-Z: For Credits

• TRAVEL-Z: For Travel in support of in-scope serviceso Must follow GSA Travel pricing and regulations

• DELIVERY-Z: For Delivery and Shipping costs

Save Money: Low Prices, Lower Fees

Program budget is self-contained:• NASA provides no direct SEWP funding• No SEWP funding is provided to NASA except for overhead costs

Current Surcharge Effective November 1, 2014

0.45% TBD

Comparison to other major IT Contract fees: - GSA Schedules: 0.75%

SEWP V fee is included in product pricing

SEWP Support

During Business Hours (7:30AM-6:00 PM EST)• Phone

-Call, call, call (301) 286-1478• Online Chat

- Available at www.sewp.nasa.gov

Assistance Anytime• help@sewp.nasa.gov

Free Training via on-line video and on-site sessions• Web-Ex and other options available

Procurement LifecyclePre-Order Support

• Review Requirements when scope is uncertain• Assistance on SEWP Processes including step-by-step walk through• Online Quote Request Tool

Order Processing• Review, process and forward orders to Contract Holder

• Orders must be sent to SEWP Program Management Office (PMO) by Government Agency

• All orders verified prior to forwarding to Contract Holder• Obtaining quotes through the Quote Request Tool will expedite order

processing• Reconcile and track orders through completion

Post-Order Support• Process and post order status data• Assist with order resolution

Order Submission Options

For a Delivery Order (DO):Send DO paperwork to sewporders@sewp.nasa.gov

-Or-

Fax DO paperwork to 301-286-0317

For a Credit Card Order (do not include credit card number):Use submission option in SEWP Quote Request Tool (QRT)

-Or-

Send Quote for CC Order sewporders@sewp.nasa.gov-Or

Fax quote for CC Order to 301-286-0317

SEWP Program Office does not supply award information

QRT includes an optional Award Notification Function

Post-Award Issues From FAR Part 16.505:

• All Orderso Fair Opportunity issues may be referred to an Ombudsman

• $5 Million and lesso Post-award debriefs and award notification are at the Issuing

Agency’s discretion• $5 Million or more

o Post-award debriefs shall be providedo Contracting Officer shall notify unsuccessful bidders

• Protestso Orders under $10 M only protestable for period of performance

• Follow SEWP Recommendations for orders extending past 2014o Orders over $10 M may be protested (FAR 33.104)

SEWP by the Numbers

TBD # Competed Prime Contract Holders• TBD # Small Businesses include 3 Set-Aside Groups:

• Small Business• SDVOSB• HubZone

Several Thousand Providers• Including Cisco, Apple, NetApp, EMC, APC, Microsoft, Oracle, etc.

Several Million Products & Product Based Services

23

Reporting Available on SEWP V

SEWP V increases the information provided during RFQ• Contract Holder Information

-Past performance concerns-Business size designation -Supply Chain information

• Product Information-Government initiatives (e.g. Energy Star, EPEAT, TAA)-Agency specific approval (option to provide pre-approved product list)-Strategic Sourcing options

Reporting availability:• Reporting at agency level to review purchase history via the SEWP contracts• Reporting at product classification level• Reporting on adherence to government initiatives

SEWP Customer Service Contacts

Web www.sewp.nasa.gov 24x7x365

E-mailHelp@sewp.nasa.gov Get responses within 1 business

day

Helpline 301-286-1478 Mon–Fri, 7:30 AM–6:00 PM ET

Fax 301-286-0317 Fax orders

E-mail Orders sewporders@sewp.nasa.gov E-mail orders

Mail Mailstop 703.S, NASA GSFC, Greenbelt, MD 20771

Find UsNASA SEWP

Follow SEWP@NASASEWP

Group:NASA SEWP GWAC

The SEWP Management Team*

Program Mgr. / COR Joanne Woytek 301-614-7128 Joanne.R.Woytek@nasa.gov

Deputy Program Mgr. Darlene Coen 301-614-7127 Darlene.E.Coen@nasa.gov

Financial Manager Theresa Kinney 301-614-7138 Theresa.M.Kinney@nasa.gov

Operations Manager Terita Easton 301-614-7111 Terita.M.Easton@nasa.gov

*Questions are best sent to help@sewp.nasa.gov for fastest assistance

SEWP Website

• Frequently Asked Questions

• Contracts

• Points of Contact

• Program Performance Page

• Agency Specific Pages

• Quote Request Tool (QRT) Features

v 09.15.2014

Background SlidesBackground Slides

Delivery Orders with Options [DOWOs]

• If an Agency has a requirement to purchase a set of known in-scope products and services but is uncertain of the timing of those purchases, a Request for Quote (RFQ) can be submitted using Fair Opportunity guidelines to one or more SEWP Contract Groups;

• The Agency may award one or more Delivery Orders based on the quotes received. The initial base Delivery Order would establish the products/product solutions and pricing for those items. The maximum time for the existence of this order and any instructions for exercising options / placing option calls against the original quote and initial Delivery Order should be noted in the initial order;

• The base and option years cannot exceed 5 years in duration.

Delivery Orders with Options (cont.)

• Agency officials may then follow the procedures as stated in the base Delivery Order to place orders against the initial quote. This is per the FAR Part 16 exception to Fair Opportunity for logical follow-ons to a Delivery Order, which was itself awarded based on Fair Opportunity;

• Any substantive change to the initial quote and subsequent base Delivery Order, such as increasing the scope of items quoted, would require a renewed Quoting and ordering cycle including issuing a new RFQ following Fair Opportunity procedures;

• The actual usage and set-up of the base Delivery Order is the Contracting Officer’s responsibility. Typically, the base order is set up with an initial $0 Delivery Order listing the products/solutions and prices included in the awarded quote. Subsequent Delivery Orders are issued options either as modifications or calls against the base order.

Scope Examples: Computer Hardware

• Tablets, Laptops, Embedded Systems• Desktops, Servers, Supercomputers• Peripherals and Accessories: Monitors, Keyboards,

Cables, etc.• Computer Carts, Racks and Enclosures• Computer Cards / Boards

Scope Examples:Network and Communications

• Network Appliances• Network Connectivity: Routers, Modems, etc.• Telecommunication Devices• Wireless Networking• Cables and Accessories

Scope Examples: Security Hardware

• Control and Authentication Devices• Forensic Systems• Computer Anti-Theft Hardware• Security Appliances• Surveillance Systems• Sensors

Scope Examples: Supporting Hardware

• Scanners, Barcodes, RFID Devices• Cooling Systems• Digital Devices; e.g. Calculators• GPS • Remote Management• Printers, Copiers, Fax Machines, Shredders

• Associated Supplies

Scope Examples: Specialized Hardware

• Notification Systems associated with Computer Facility

• Asset Management Systems• Computer Room Monitoring

Scope Examples: Storage Hardware

• Backup and Recovery• DVD, CD, Tape and Digital Systems and Supplies• Disk Systems• Network Based Storage• Storage Accessories

Scope Examples: AV / Conferencing

• AV Equipment and Accessories• Cameras, Display Monitors, Consoles, etc.

• Accessories including privacy screens and camera accessories

• Video and Tele-conferencing• Speakers, Microphones, Theater and Music Systems,

Lighting• TV, Projectors and Screens• Visualization Systems

Scope Examples: Electrical

Note: Must be related to an IT / AV system• Power Conditioning• Uninterrupted Power Supply, Batteries, etc.• Cables, Components, etc.

Scope: Software and Virtualization

• Commercial software packages of any variety• Software As A Service• Cloud Computing• Virtual Storage

Scope Examples:Services Fully in Scope

• Maintenance / Warranty / Help Desk Support• Installation of In-Scope Products• Site Planning; e.g. determining what products are

required• Product Based Training• Onsite Product-Based Engineering

Scope Examples:Services Limited in Scope

The following cannot exceed 5% of a delivery order total dollar amount:

• Software development• Consulting (unless part of in scope services)• Staff Augmentation• Staff augmentation

Other Options:• GSA Alliant, NIH CIO-SP or other support service contracts• DIY (Do It Yourself)

Scope: What You Cannot Buy

• Mobile Data Collection Devices• Wheels, Engines• Non-IT Medical Devices• Fire Suppression Systems / Maintenance• Military Technology (if outside the scope listed

previously)• Office Furniture

Group A

Group B

Group C

Group D